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Environmental Facilities: Public Water Supply

Environmental Health

Environmental Facilities: Public Water Supply
Title Major Revision Previous Schedules Schedule Item
Permits, approvals,

and related records, excluding those related to public water supply system construction or operation covered by item no. 431

 CO2 821; MU1 229; MI1 187 440

a: Approval necessary for connection to public water supply system:
RETENTION: 6 years after connection no longer in use, or after denial of application

b: Waiver or variance from mandatory disinfection or other requirements:
RETENTION: 5 years after superseded or invalid

c: Permit files for fluoridation plans, backflow prevention devices, fire pump chlorinators, distribution of bottled or bulk water, or for interconnecting water systems, where local government agency issues permit:
RETENTION: 6 years after cessation of operation or denial of application

d: Informational copies of permit records for fluoridation plans, backflow prevention devices, fire pump chlorinators, distribution of bottled or bulk water, or for interconnecting water systems, where State Department of Health issues permit:
RETENTION: 0 after no longer needed
Reports and studies

relating to plant, system or facility operation

 2020 (♦)
 CO2 822; MU1 230; MI1 188 441

a: Annual and final reports (including annual report submitted to federal Environmental Protection Agency [EPA]), comprehensive water supply study and report, special studies and detailed reports, including facility inspection reports, reports on watershed rules and rules violations, sanitary surveys, comprehensive performance evaluations, environmental facility monitoring, overall operational reports and reports of emergencies, containing summary or detailed information of long-term value:
RETENTION: PERMANENT

b: Reports and studies covering routine information only, not covered by other item in this Schedule:
RETENTION: 0 after no longer needed

c: Monthly operational report submitted to New York State Department of Health:
RETENTION: 5 years
NOTES: Appraise the records for archival value. Reports and studies documenting various aspects of system operation may be valuable for long-term planning and for historical and other research. Contact the State Archives for additional advice.

d: Records relating to water quality monitoring violations, watershed rules violations or unsatisfactory water samples, and major changes in aquifer or watershed, including test results and records of corrective actions taken:
RETENTION: 3 years after issuance of notice
NOTES: Appraise these records for long-term uses prior to disposition, warranting longer, if not permanent, retention. These records may be useful in the future in documenting cases of serious drinking water contamination. Contact the State Archives for additional advice.

e: Annual inspection of bottled water facility for certification purposes:
RETENTION: 5 years
Water systems periodic operation reports,

created pursuant to 10 NYCRR, Section 5-1.72 (d) and forwarded to county health department or regional office of New York State Department of Health

 CO2 823; MU1 716; MI1 697 442

a: Report of microbiological sample results (copy retained by supplier of water):
RETENTION: 5 years

b: Report of surface water systems, showing chemical and turbidity analyses, (copy retained by supplier of water):
RETENTION: 10 years
Reports

not relating directly to system or treatment facility construction or operation

 2020 (♦)
 CO2 824; MU1 231; MI1 189 443

a: Operational and testing records for fire pump chlorinator, backflow prevention device, where local agency issues permit:
RETENTION: 5 years

b: Informational copies of operational and testing records for fire pump chlorinator, backflow prevention device, where State Department of Health or other local agency issues permit:
RETENTION: 0 after no longer needed

c: Report of bottled or bulk water distribution:
RETENTION: 3 years

d: Small privately owned water system detailed evaluations, including sanitary surveys and comprehensive performance evaluations:
RETENTION: 10 years after superseded

e: Interstate water carrier reports and other records:
RETENTION: 10 years

f: Septic tank cleaner or industrial waste collector reports and related records:
RETENTION: 6 years
Automated hydrological monitoring system records,

covering system infrastructure, system service area or aquifer

 CO2 825; MU1 871; MI1 698 444

a: Detailed data collected from sensors or monitors (both collected by this system or obtained from another source, such as a SCADA system), and detailed reports generated from such data:
RETENTION: 0 after no longer needed
NOTES: Because of the amount of detailed data collected by such systems, such data may only be maintained online for a limited period of time. Some of this data may need to be retained longer to meet both administrative needs and legal requirements. In some cases it may be necessary to maintain this detailed data as long as reports or studies based on the data are retained. It is recommended that local government environmental facilities store this data offline long enough to meet such requirements. Also, maintenance of a history file (see below) containing the most significant data elements may satisfy these administrative and legal needs.

b: System operation history file, containing significant data and/or periodic data snapshots, generated from detailed system data:
RETENTION: 5 years
NOTES: Appraise these records for archival value. History files may contain valuable information to document system operation over a period of time. In some cases it may be necessary to maintain this detailed data as long as reports or studies based on the data are retained. Contact the State Archives for additional advice in this area.
Reports, studies, analytical models or data queries,

generated from hydrological monitoring system (including documentation of macros, queries, and reports), when not covered by specific report items in this section

 CO2 826; MU1 872; MI1 699 445

a: Reports and studies documenting major system operational capabilities and proposed modifications, long-range water use planning and aquifer or watershed protection, and/or for long-term planning, for historical and other research, or leading to major future capital expenditures:
RETENTION: PERMANENT

b: Report and studies of short-term or transitory value, containing incomplete or otherwise invalid data, or drafts generated in the process of creating reports and studies covered by part "a," above:
RETENTION: 0 after no longer needed
Water supply emergency plan,

prepared pursuant to Section 1125, Public Health Law and Section 5-1.33 of 10NYCRR, including revisions and review records

 CO2 827; MU1 873; MI1 700 446

a: Copy maintained by public water supplier:
RETENTION: PERMANENT

b: Copy held by local health agency:
RETENTION: 5 years after superseded